Setting up Credit Card Surcharges

Version 2.4.0 and above.

Credit card Surcharges can be configured in to work in two different ways:

1) Add the surcharge automatically to the invoice when the invoice is generated

2) Add the surcharge conditionally at the time the payment is made via the ePay page

General Configs for Surcharge

In either case, there are general configurations that must be setup first under the configs menu. 

When updating configs records there will be a section for Credit Card Surcharge. 

In order to enable surcharges, you must first set a Credit Card Surcharge Item and define a Credit Card Surcharge Percentage. 

The Credit Card Surcharge Online Description should also be added if surcharges will be added dynamically via the ePay page online. An example description woudl generally say something along the lines of "A 2.4% surcharge will be added for any payments made via card." The percentage mentioned in the description should match the value configured. 

The Credit Card Surcharge Item is the actual accounting item that will be used on the transaction lines and will in turn determine the revenue account which the surcharge posts to. 

To create a new item, go to  Lists > Accounting > Items New. 

The recommend item type is a "Other Charge for Sale" - once this is selected, the item can be configured as desired. It should be added for all subsidiaries which payments are being made under. 

Pre-Generated Surcharges on Invoices & Sales Orders (Method 1)

Once the account level configs are complete, surcharge lines can be pre-generated on Invoices and Sales orders by checking the following box on the transaction. To enable this for all transactions or a certain subset of transactions automatically, a workflow can be used to check the box.

Once the transaction is saved, a background script will add the extra transaction line for the surcharge. 

If custom fields or segments on the line need to be defaulted with specific values, workflows would be used to accomplish setting the fields on the surcharge line. Surcharge lines can be identified programmatically by the following flag that is set on the line:

Add Surcharge at time of Payment (Method 2)

If charges need to be added at the time of payment only when the customer is paying with a credit card via ePay then this method can be used instead. 

Do not check the Add Credit Card Surcharge Line Now field. Instead check the box which will turn on surcharges for that transaction online only at the time of payment. This field can be found on the Invoice and Sales Order records and if it needs to be set on all or some of the transactions automatically, a workflow would be used to do so. 

If this box is checked, the external payment form will add the surcharge percentage and create a separate transaction linked to the payment record to account for the amount.